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Contract life cycle

Contract life cycle

Contract life cycle

From creation until closure, contracts follow a life cycle that determines which fields
can be edited.

When a contract is in Draft state, almost all fields on the contract
record can be edited. After a contract moves past the Draft state,
certain date, renewal, extension, and financial fields become read-only. The
State field and Substate field are always
read-only.

A scheduled job named Contract Compliance Checks runs on the Contract
[ast_contract] table automatically each night. For more information about the scheduled job,
see Use Condition Check Definitions. The scheduled job performs the following
actions.

Changes the contract state to Active if the contract is approved
and reaches the specified start date.

Renews the contract if the contract is approved for renewal and reaches the specified
start date.

Changes the contract state to Expired if the contract state is
Active and reaches the end date.

Expense lines are only generated from contracts that are active or expired.

Table 1. Contract states

State

Description

Draft

User adds information about the contract and specifies an approver.

Active

Contract was approved and has reached the specified start date.

Expired

Contract reached the specified end date. Expired contracts with an active
renewal workflow that are waiting for approval have a substate of
Awaiting Review. Expired contracts with an active renewal
workflow where the renewal was approved, but the renewal date has not yet passed,
have a substate of Renewal Approved. Expired contracts with
no active renewal or extension pending workflow have an empty substate.

Canceled

Contract was discontinued and is no longer active.

In addition to a state, a contract can also have a substate.

Table 2. Contract substates

Substate

Description

Awaiting Review

Contract is being prepared for review.

Under Review

Contract is sent to the approver and the approver is reviewing the
contract.